• COLLEGE O NURSING TRAVEL REQUEST

UK COLLEGE OF NURSING TRAVEL REQUEST
DATE OF REQUEST:_____________________________________ VOUCHER #: ___________________________
(issued by CON Business office upon approval)
NAME:________________________________________________________________________________
TRAVEL DATES REQUESTED: ______________________________to ___________________________
TITLE OF WORKSHOP, CONFERENCE, OTHER: _____________________________________________________
_____________________________________________________________________________________________
LOCATION OF CONFERENCE: ___________________________________________________________________
_____________________________________________________________________________________________
EMERGENCY CONTACT NAME AND PHONE WHILE TRAVELING: ______________________________________
______________________________________________________________________________________________
PURPOSE OF TRAVEL:
( ) Presentation ( ) College of Representative
( ) Faculty/Professional Development ( ) Travel to Clinical Site/Student Evaluation
( ) Recruitment ( ) Visiting Professor
( ) Other_______________________________________________________________________________________
PROPOSED OUTCOME TO COLLEGE:
( ) Presentation ( ) Grant Application
( ) Publication ( ) Development of teaching materials
( ) Other_______________________________________________________________________________________
TRAVEL INFORMATION: ( ) In-State Travel ( ) Out-of-State Travel
FUNDS COVERING THIS TRIP: ( ) Grant Funds/Account #:__________________________
( ) College Funds (assigned by Dean’s Office)
Itemize Anticipated Expenses below: (see back of form for more information)
*PLEASE INDICATE IF YOU WANT AIRFARE & REGISTRATION FEE PRE-PAID*
MODE OF TRAVEL: _____________________________ Pre-Pay Airline Ticket □ Yes □ No
(car, plane, etc.)
COST OF TRAVEL: _____________________________
(mileage, airfare, etc.)
REGISTRATION FEE: ___________________________ Pre-Pay Registration Fee: □ Yes □ No
HOTEL: ____________ MEALS(Per diem): ____________ TIPS: ___________ TAXI/BUS/SHUTTLE: ___________
TOTAL ANTICIPATED COST OF TRIP: ____________________ AMOUNT APPROVED: _____________________
(10% over approved amount will be paid to traveler if cost estimate is underestimated after traveling)
______________________________________________________________________________________________
REPORTING ADMINISTRATOR APPROVAL: _________________________________ DATE:_________________
BUSINESS OFFICE APPROVAL: ___________________________________________ DATE:_________________
OFFICE USE ONLY:
Personnel: ___________
Traveler: ___________
Rep Admin: ___________
 Travel Reimbursement Hints:
Mileage for a privately-owned vehicle shall be 48.5 cent per mile, and payment shall not exceed the cost of airplane
coach fare. A cost comparison must be submitted with the out of state mileage expenses. No reimbursement may be
paid for travel between home and workstation.
A maximum of $12.00 per night for parking shall be reimbursed. A receipt for this is needed.
Actual and necessary expenses for official business travel shall be reimbursed upon submission of receipts for items
over $10.00 dollars.
Reimbursement for Meals:
Travel within the Domestic United States will be reimbursed based upon per diem rates established by the U.S.
Department of Treasury as stated in Internal Revenue Service Publication 1542.
Please note that if you are traveling “In-State” and you do not have overnight lodging, breakfast and lunch will not be
covered, however if you are out past 9:00 pm you may claim dinner only. If the in-state travel does include overnight
accommodations, the University will reimburse food according to the hours set forth below. You must be in travel
status the entire time frame for each meal.
Breakfast 6:30 am – 9:00 am Lunch 11:00 am – 2:00 pm Dinner 5:00 pm – 9:00 pm
Travel status begins when the employee leaves home or their workstation to begin the trip. Travel status ends when
the employee arrives home or their workstation.
For further information or clarification regarding Travel Reimbursement please contact the business office or go on line
to UK Business Procedures Manual E-5-1 at www.uky.edu/Regs/BPM.
PROCESSING OF TRAVEL REQUESTS
• Fill out attached form and submit to your Reporting Administrator. Once approved, the form will be forwarded to
the Carolyn Sims for processing. You will receive a copy back of the approved request with the approved amount.
Upon return from the trip a travel voucher form and accompanying receipts should be turned in to Donna
Capestany. Reimbursement checks are usually received within 12-14 working days.
PLEASE REMEMBER:
• Travel requests must be approved and processed PRIOR to the trip being taken.
• Please estimate travel costs as close to actual cost as possible.
• If you intend to rent a car while on your trip, this rental MUST be justified and approved at the time the Travel
Request is made prior to the trip. If for some reason this is not done, we cannot guarantee that the costs of the
rental car will be reimbursed.
• Timely submission of travel vouchers upon return of the trip is encouraged. Travel Vouchers may be obtained from
the business office and should be returned to the business office upon completion. All original receipts must
accompany the Travel Voucher.
• In-State Travel Vouchers should cover no more than three (3) months worth of expenses at one time. In-State
Travel Vouchers may be submitted monthly if expenses are more than $10.00.
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 University of Kentucky College of Nursing - TRAVEL PROCESS
Faculty member identifies
conference to attend and initiate
If submitting abstract, shares information with reporting administrator,
process ideally a month in
including how it aligns with professional development plan. Reporting
advance.
administrator decides on approval and identification of funding source
Faculty member completes TRAVEL REQUEST
FORM (TRF) and estimates costs including Disapproves and returns to faculty member.
registration, hotel, shuttle/transportation, Submits TRF to
airline/mileage (via UK Trip Manager, AAA, etc.), reporting Confirms form is complete, identifies
per diem for meals not included in conference or administrator. funding source if not done previously
hotel rate, tips, ground transportation (e.g., taxis, (abstract submission), approves, signs
shuttle, car rental, metro), account to be charged. form, forwards to C. Sims.
C. Sims receives TRF and
confirms money is available in
grant account, if applicable, or If money isn’t available talks
general travel budget. with reporting administrator/
faculty to problem solve.
Faculty member receives. Reporting administrator J. McFarland receives copy
copy of completed TRF. receives copy of of TRF and files for
completed TRF. “liability” purposes.
Faculty member makes
arrangements to travel. D. Capestany receives TRF, prepares
folder with faculty/staff name, monitors
daily for Procard, and reconciles to
approved expenses on TRF.
 FACULTY TRAVEL IS APPROVED
Faculty/Staff travel is approved
and Voucher # assigned
Registration will be
done within one working
Travel makes arrangements for trip utilizing Travel Tool Kit day of receipt.
Upon return submits original receipts of
Traveler completes hard copy of registration form and gives to D. hotel expenses to D. Capestany to process.
Capestany to process; College covers registration costs up front. Payment will only be processed for the
authorized amount on the TRF plus 10%
unless there are extenuating circumstances
which must be approved by the Dean.
Traveler secures hotel reservation, notifies the hotel upon arrival that a
separate receipt will be needed in sharing a room, and retains original Minimum time for processing payment
receipts (express check up receipt placed under hotel door or email receipt within College is 7 working days once
via video checkout is acceptable) for hotel, taxes and fees, internet access if all required receipts are submitted. UK
work related, and phone calls if work related (prefer that minimize hotel use processing typically takes 5 to 7
of long-distance). working days (see figure 1).
Traveler determines mode of transportation and provides voucher # to UK approved travel agencies to make plane reservations, if
applicable, and the College covers this expense. If the traveler finds a cheaper fare “online” it is his/her responsibility to secure a same
day comparison of other flights to document that the booked flight was cheaper. The traveler must pay for the ticket and submit it with
other travel expenses after travel is completed for reimbursement from the College along with the “same day comparison” information.
If the traveler drives out of state, a same day comparison of airfare must be provided. If mileage exceeds single airfare, a letter of
justification with the comparison of costs to justify mileage reimbursement will be submitted with travel expenses (for example, two
people drove and therefore saved on costs of 2nd airline ticket).
While traveling, if a situation arises that impacts your travel arrangements, contact the travel agency or
airline to rebook your flight. Additional hotel and per diem expense will be covered if travel is delayed
overnight. Also, please inform D. Capestany of extenuating circumstances upon return.
Figure 1. Approval Steps and Timeline for Reimbursement
1. Faculty/staff member who traveled provides all necessary documentation to D. Capestany; D. Capestany processes paperwork in order
received
2. Within 3 working days, D. Capestany determines which expenses are allowable and prepares Travel Expense Voucher (TEV) and
emails faculty/staff member that his/her signature is needed to approve amount reimbursed and to continue the process. If a faculty
member has assigned “signature authority” to someone else s/he must notify D. Capestany in order that she can email the correct
person that the TEV is ready for signature.
3. Within 2 working days, signed TEV is reviewed by K. Minton or C. Sims for final approval and it is returned to D. Capestany
4. TEV is mailed to UK Accounts Payable, may take up to 3 working days to arrive
5. UK Accounts Payable reviews TEV within 2 working days for travel within the United States and within 4 working days for
international travel. This timetable is reasonable only if the TEV does not have issues, problems or errors to be resolved. Once TEV is
approved, check is mailed to campus address on the next working day, may take up to 3 working days for check to arrive
6. When check arrives in College, D. Capestany emails faculty/staff member within 1 working day that check is available
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 University of Kentucky
College of Nursing
TOOL KIT FOR TRAVEL
Follow these guidelines for travel request and reimbursement process.
Websites you will want to visit:
http://www.uky.edu/Travel/tripmanager.html (for all travel questions)
http://www.uky.edu/Regs/BPM (for travel regulations)
http://www.uky.edu/EVPFA/Controller/aphome/aptrvl.html (for international and out-of state travel per
diem)
1. Each traveler should visit www.uky.edu/Travel/aaa to set up your profile; this will reduce having
the “repeat” basic information every time you travel through AAA.
2. You receive an invitation to attend or an announcement of a conference you would like to attend.
a. Do not make your arrangements or register just yet!
b. First, you obtain and completely fill out the travel request form. Be sure you have the
most recent form that can be obtained on the College’s website under resources
(http://www.mc.uky.edu/Nursing/resources). Follow the instructions below for correctly
completing the travel request form
i. Title of workshop, conference, other: Please do not use abbreviations (e.g.,
AAHFA, NIH. AHA). Using the complete names/titles will speed the process up,
and prevent a phone call to you asking for clarification.
ii. Emergency contact name and phone while traveling: Provide the name and phone
number of the individual who will know how to reach you in case of an
emergency. This information will not be widely shared but will assist us in the
case that we need to reach you on short notice.
iii. Travel funds: The reporting administrator provides the source of travel funds as
part of the approval process.
iv. Mode of travel
1. Airfare: Check with a UK approved travel agent (AAA – 859-323-5354,
Avant Travel – 859-233-0000 and Commonwealth Travel/The Travel
Authority – 859-277-7135) or other online site to estimate the cost of
airfare.
2. Ground Transportation: Estimate the cost of taxi’s, buses, shuttles and
metro system fees to go to and from the airport and to and from your
meeting site.
a. Auto rental in lieu of other ordinary transportation will be allowed
only with acceptable justification. Insurance for collision or
comprehensive damage waiver-deductible on rental vehicles is
covered by the University’s Actual Cash Value Comprehensive &
Collision coverage plan and therefore is neither an authorized nor
reimbursable travel expense. (Other insurance, including liability
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 or casualty insurance, is a personal expense.) The cost of renting
cars or other special conveyances in lieu of ordinary transportation
shall be allowed if written justification from the traveler to the
reporting administrator who will be responsible for revising and
approving. The approved justification must be submitted with the
travel request form.
3. Hotel: Provide an estimate based on the full cost (including taxes and
other fees) of the room for of the hotel.
4. Per diem: You need to determine the per diem that is allowed for the
travel location. You can do this by going to www.uky.edu/Regs/BPM/ (go
to E-5-18) and looking up the city. For example, in Yuma Arizona the per
diem rate is $39.00 per day while the rate in Phoenix is $49.00. You are
reimbursed based on the time of day you leave and the time of day you
return. To be reimbursed for the meals (breakfast, lunch and dinner) you
must be in travel status the entire time frame designated for each meal. See
travel request form or web site mentioned above. Tips are included in the
per diem amounts.
v. Total anticipated cost of the trip: This is critical in that you will be reimbursed
only the amount you anticipate and only up to 10% more unless there are
extenuating circumstances.
3. Ideally, the travel request forms should be turned in at least one month prior to your travel date,
in order to obtain the necessary approvals and to get the best rates.
4. Once you have completed the travel request form:
a. Turn it in to the person to whom you report (or the person funding your travel). The form
may be given back to you if it is not entirely or correctly completed, slowing up the
process. Allow up to 3 working days for this initial approval. If you direct report is out of
town for an extended period please forward your request to the Dean for approval. The
reporting administrator forwards the approved travel request form to Carolyn Sims for
processing.
b. After administrative approval, typically within 2 working days, the travel request form is
returned to you with a voucher #. A manila envelope will be provided for you. This
envelope has travel reimbursement information on it and is handy to keep all your
receipts in until you turn them in to Donna Capestany.
c. Note - the form will be given back to you prior to approval if it is not entirely and
correctly completed. Arrangements for traveling should not be made before approval is
received for the trip.
5. NOW that you have your travel approved, you are able to make your travel arrangements.
a. Hotel Room: You will be reimbursed for single occupancy. If you are bringing a family
member or friend who is staying in the room with you, you must provide documentation
of the single and double rate and pay any extra charges. For example, if the rate for single
occupancy is $250.00/night and the rate for double occupancy is $260.00/night, you must
pay the extra $10.00/night. Additionally, if you have a family member/friend staying with
you, you will need to obtain proof of the room rate for each occupant from the hotel in
the form of a brochure or a letter. It is strongly advisable to obtain this when you are
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 checking in. You will want to include a brief note of explanation with your receipts when
you turn them in for processing.
b. Airfare: Can be “prepaid” – it is best to make arrangements with the UK approved
agencies AAA – 859-323-5354, Avant Travel – 859-233-0000 and Commonwealth
Travel/The Travel Authority – 859-277-7135. In order for UK Travel to book your airfare
you will need to give them the Voucher # (highlighted on approved travel request form).
Note: fares change, and you are required to obtain approval for your travel prior to
making any arrangements. Although you are asked to obtain the least expensive fare, this
does not mean that you must travel at inconvenient hours (for example, take a night
flight) or make multiple connections to save money. IMPORTANT: If you make your
own arrangements and pay for them in advance, you must provide documentation that
there was no cheaper fare available from an approved UK travel agent or UK Trip
Manager. If you do not provide the comparison, you will not be reimbursed. This cost
comparison MUST be done on the same day that you purchase your ticket.
c. If the traveler drives, the Administrative Rules specify that the cheapest form of travel
will be reimbursed. A cost comparison from UK Trip manager must be submitted with
the out of state mileage expenses.
6. After the trip – turning in the reimbursement packet.
a. You must turn in to Donna Capestany originals of all receipts (make copies for yourself)
in the manila envelope. “Originals” of hotel receipts mean: an emailed bill, video check
out bill or fax from the hotel of your bill. Please check your bill for erroneous charges,
ideally prior to checking out of the hotel. Please circle any charges that are personal and
not appropriate for reimbursement (e.g., alcoholic beverages, food from the mini bar,
movie rentals).
7. When to expect reimbursement:
a. Typically in 12-14 working days from the time you gave your completed packet with all
of the appropriate documentation to Donna. This time table is reasonable only if the
expense voucher does not have issues, problems or errors.
i. Remember – your signature is required prior to submission of the approved
reimbursement to UK Accounts Payable. Donna Capestany will email you when
the form is ready for your signature.
b. Donna Capestany (323-6535) will email you when your check arrives in the College. We
do not put checks in faculty/staff mailboxes due to security issues
Check the UK Business Procedures Manual for more information regarding travel. This step also
accelerates the process if you research this manual for any information you do not have. You may
find this manual on the UK homepage www.uky.edu/Regs/BPM (see E-5-1).
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